The Bishop’s Office is a shared space with desks for the Bishop’s PA, the Bishop’s Secretary, the Bishop’s Chaplain and a hot desk for members of the Diocesan staff as required. A finance and accounts officer is employed part time - working from home, with occasional visits to the office.
To support the Bishop in his ministry. To work with the Bishop’s Secretary and the Bishop’s Chaplain to provide a wide range of administrative and coordinating tasks.
Interview will be held on Wednesday 14th July 2021
The main responsibilities are:
General office routines
Liaising with the Bishop’s Chaplain and the Bishop’s Secretary and the Finance Officer to ensure good communications and an appropriate level of awareness of each other’s areas of work.
Supervising the work of the Bishop’ Secretary in consultation with the Bishop.
Maintaining an overview of office systems and protocols.
Bishop’s Diary and Preparation for engagements
Responding to diary requests and negotiating appointment dates and times with the Bishop.
Working with the Bishop’s Secretary to print and collate papers for the Bishop’s engagements and maintaining an efficient tracking system.
Clergy recruitment and training
Liaising with the Archdeacons during a parish vacancy.
Requesting Clergy Current Status Letters (CCSL) for clergy moving into the diocese.
Clergy and Lay Ministers Licences and Permissions to Officiate in the Diocese
Maintaining an overview of parish clergy appointments, in consultation with the Bishop’s Chaplain and the relevant archdeacon.
Overseeing the process of clergy seeking Permission to Officiate (PTO), renewal of PTO and requests for Annual Ministerial Reviews
Networking and information sharing
Establishing and maintaining good working relationships with the Cathedral and Diocesan office staff.
Taking part in the regular “All Staff” meetings.
Safeguarding and Clergy Discipline
Engaging in appropriate safeguarding training.
Facilitating access to files and records for the Diocesan Safeguarding Office and her staff.
Maintenance of records
Maintaining and monitoring the list of current clergy.
Understanding the requirements for the maintenance of clergy personal files (known as Clergy Blue Files) with reference to the House of Bishop’s guidance.
Development and training
Reviewing the Bishop’s Office and the Great Hall risk assessments.
Joining the PA and Secretaries network
Bishop’s Office and See House
Liaising with the Church Commissioners regarding the maintenance of the See House, in consultation with the Bishop’s Secretary.
Please see attached job description for full responsibilities.
The ideal candidate should have:
Strong interpersonal skills – effective at building good working relationships with a wide range of people.
Excellent communications skills, both verbally written. Highly professional telephone manner.
Ability to articulate messages clearly and tailor appropriately for different audiences.
Very strong organisational and planning skills, working to a high standard of accuracy and attention to detail.
Ability to summarize and present information clearly and concisely.
Confident and competent in the use of technology. Advance IT skills, including good working experiences of Outlook, Word, Excel, PowerPoint and file management systems.
Experience of providing administrative support in a professional environment.
Experience of pro-actively managing schedules and correspondence, demonstrating the ability to handle issues confidentially and prioritise confidently.
A warm and open demeanour, with a collaborative working style.
Enjoys being a team player.
Good listening skills.
Ability to be flexible and adapt to changing priorities; understands and appreciates different perspective on issues and adopts and approach that is appropriate for the situation.
Demonstrates an approach to work that is characterised by commitment, motivation and energy.
Demonstrates an ability to work on own initiative and ability to step outside of comfort zone and take action when required.
A high level of integrity and discretion – able to handle confidential information with diplomacy and sensitivity.
Presents a professional and positive image at all times.
An ability to work with people of all ages and backgrounds.
A Level or other equivalent qualification
Experience of providing PA support at a senior level.
A knowledge of the area and systems in the Diocese of Hereford.
Experience of working in a ministerial context or charitable organisation.
A familiarity with the language of theology and liturgy.
Enjoys learning in the work place.
A sympathy for work that is vocational and understand what it means to work with those who may have a deep sense to calling to serve God through their role.
A personal faith and passion to contribute to and engage in fellowship with others.
Diploma level in secretarial or administrative skills, or degree in some other (unrelated or related) field.
Non-clergy staff will be automatically enrolled into the in the Pension Builder 2014 Pension Plan (PB2014) in line with legislation unless they choose to opt out. Clergy already in the Church of England Funded Pensions Scheme (CEFPS) will have the option of either remaining in this scheme or joining the PB2014 scheme.
Bishops Staff have an income protection insurance arrangement. To be eligible for cover under this policy an employee must be a member of the (PB2014) scheme. Please note that insurance cover is not necessarily automatic, and that underwriting may be required by the schemes in some instances (for example if you do not join the scheme at the first available opportunity or opt out of the scheme and subsequently re-join). Cover will be subject to any terms and conditions laid down by the insurance company.
As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families
We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.